I-9 Remote Verification: The DHS Alternative Procedure

For most of the history of Form I-9, employers had to look at documents in person. Since August 1, 2023, there is another path. The Department of Homeland Security created an alternative procedure that lets qualified employers examine documents remotely over live video. This page explains how it works, who can use it, and the mistakes that now bring fines.

What the alternative procedure is

The DHS alternative procedure is a remote way to complete Section 2 or reverification. Instead of holding the documents in your hand, you review them over a live video call with the employee. It is designed for remote hires and distributed teams. The in-person option still exists and remains fully valid. You can keep examining documents face to face if you prefer.

Only for E-Verify employers in good standing

You cannot use the remote procedure unless you take part in E-Verify and are in good standing. This is the central rule. E-Verify is a voluntary federal web system that checks Form I-9 data against government records. When a worker's data does not match, the worker gets a Tentative Nonconfirmation and a chance to resolve it. If you are not an active E-Verify participant, you must examine documents in person. You may not mix and match, using the remote path for some hires while skipping E-Verify.

How the remote exam works

The remote process follows the same goals as the in-person one. The employee still chooses which valid documents to present, and you still confirm the documents appear genuine and relate to that person. The steps are:

1. The employee sends you copies of the front and back of their chosen documents.
2. You hold a live video call where the employee shows you the same documents.
3. You examine the documents on the call to confirm they appear genuine and match the person.
4. You complete Section 2 with the document details, just as you would in person.
5. You check the alternative-procedure box.
6. You run the new hire through E-Verify.

Remember that you must accept the employee's valid document choice. You may not demand specific documents on a video call any more than you could in person.

You must check the box

When you use the remote procedure, Form I-9 has a special box you must check to show that you used the alternative procedure. This is easy to overlook, and missing it is costly.

You must retain copies

The remote procedure requires you to keep copies of the documents you examined. Save clear, legible copies of the front and back of each document with the employee's I-9. If you use an electronic system to store them, the system must meet DHS standards for audit trails, secure storage, and legible copies. Weak electronic systems can themselves be treated as a substantive deficiency.

Why these rules matter more now

Enforcement has increased. As of March 16, 2026, immigration authorities moved many error types into the substantive category, which can bring an immediate fine with no chance to fix the problem first. Two remote errors are now on that list:

• Using remote verification without active E-Verify
• Failing to check the alternative-procedure box

Substantive paperwork violations currently run from about $288 to $2,861 per form, so these slips are expensive. The good news is that both are simple to avoid. Confirm your E-Verify status before you start, and never forget the box.

In person is always an option

You are never required to use the remote procedure. If you are not in E-Verify, or you simply prefer it, the in-person exam remains a fully valid way to complete Section 2. With the in-person path, you examine the documents face to face and you do not need to check the alternative-procedure box. Either path must still meet the 3-business-day deadline for completing Section 2.

Whichever path you choose, the employee always picks the documents. You confirm they appear genuine and relate to the person, you record the details accurately, and you sign the certification with the first day of employment. The remote procedure changes how you look at the documents, not the duty to accept the employee's valid choice. For the full list of employer duties, see Section 2 for employers. If you are deciding whether to join E-Verify, the what is E-Verify page can help. For complex cases, an immigration attorney can offer guidance.

By the Easy Guides Editorial Team